CMS Client Smart Meetings User Guide & FAQ s AstraZeneca UK Version 7 (24/04/2017) 1 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Task Page No Introduction... 4 Client Portal Login... 4 Welcome Screen... 4 Client Portal... 5 My Account... 5 Order History... 6 Personal Information... 7 Place an Order... 7 Meeting Contacts... 8 Selecting a Template... 9 Meeting Agenda... 9 Upload Recipient List... 10 Filtering information... 11 Order Summary... 11 PDF Proof... 12 Shopping Cart... 12 Submitting your Order... 13 Order Confirmation... 13 Homepage... 14 Order Status... 15 Downloads... 15 Editable Agenda / Certificate... 16 P a g e 2 Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
1. How many agenda items can I add to my invites?... 17 2. Is there a character limitation on meeting title?... 17 3. Is there a character limitation on title of session and Speaker details?... 17 4. How do I get the latest template to upload my data?... 17 5. Are there limits on the number of records I can upload?... 17 6. Can I change or amend my list once uploaded?... 17 7. The system has rejected my list, what do I do?... 17 8. I notice an error on my on-screen proof, can I change it?... 17 9. Will I lose my data if I go back and amend?... 17 10. I have been side-tracked by a call, do I need to start again?... 17 11. I ve submitted my order, and need to change something, what can I do?... 18 12. How does the response collection work?... 18 13. Does the system hold the mailing and response data for all historic jobs?... 18 14. Can I add a speaker biography to the invite?... 18 3 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Introduction Smart Meeting is used for portable capability to set up meetings with health care professionals in the field. This will enable them to arrange meetings and add templates. Client Portal Login Using the following URL https://cms.services.xerox.com/azukmc/ will provide access to the portal. Enter your Login Credentials supplied and click Submit to enter the platform. Welcome Screen The Client Homepage allows access to Smart Orders > Configurable Print > Smart Meetings > Customer Support / Help > Create a Request. Click on Smart Meetings to start the Smart Meetings process. NB: This guide will cover the Smart Meetings process. For Non Standard ordering or Smart Orders, please refer to the relevant User Guides. 4 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Client Portal The Client Portal is loaded providing access to Smart Meetings indicated at the top left of the screen. My Account My Account provides access to the following options > Order history > Personal Information > Addresses. Cart shows any saved orders that are stored in your shopping trolley. Downloads allows the user to download editable templates for agendas and certificates for local print. Drafts display any stored orders that have not yet been submitted. Help provides access to the User Guides and Sign out will sign you out of your session. 5 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Order History Order History provides information on orders previously placed. This can be filtered to show > All orders > Rejected orders > Orders in progress. Searching Orders Searches can also be carried out by entering the Order ID and selecting the Search option. The search results will be displayed showing the status of the order and providing links to the receipt and proof. 6 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Personal Information Updating the personal information can be used to customise your profile adding your email address and contact details, which will then populate any orders or meetings created with your details. Personal Information is accessed by selecting Smart Meeting > My Account > Personal Information. When details have been added select Save to confirm. Select Home to return to the Client Portal. Place an Order To arrange a meeting select Place an Order, this will begin the process of creating a meeting invite. 7 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Meeting Contacts Place an Order leads onto the following Meeting Contacts where details of the meeting can be added. Contact Name will be populated with the details supplied in Personal Information. Contact 2 is if you have a secondary contact running the meeting. The Meeting Date and Meeting Timing option can be selected using the calendar and time options at the right. All mandatory fields are indicated by a red asterisk. Meeting Venue Meeting Venue has a selection of addresses available from pre-loaded data. The Venue can be selected from those available, or alternatively a new Venue may be added by adding the details in the supplied fields and this will be retained for future meetings. Number of Places refers to the number of attendees expected at the meeting, the minimum for the data is 25. Education Hours refers to the length of the meeting and is what the certificate is generated against. Select Next to continue. 8 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Selecting a Template The template for the Agenda can now be selected from the options DNA or Petal. The number of pages can be specified by selecting from the Page option either 4, 6, or 8, select Next to continue. NB: The 6pp and 8pp template provide a return coupon and envelope for recipient response via Royal Mail, this is managed by Xerox in Leeds. Responses can also be made via phone or email. Responses to 4pp invites are by phone or email only. Meeting Agenda Once template choices have been selected this leads onto the Agenda where items for discussion can be added with timings. To add or remove items click the cross or plus respectively to the right of Speaker Details, up to 16 Agenda items can be added for the larger 8pp template, the 4pp and 6pp template are restricted to 8 Agenda items. To move items within the Agenda this is easily achieved by dragging the arrows to the left of the timings to the new position. Select Next to continue. 9 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Upload Recipient List At the following stage your list of attendees can be uploaded as an Excel file by Selecting Browse > Filename, or alternatively select Download Recipient List Template which will provide a blank Excel file in order to enter your recipient details. When the file has been selected choose Next to continue. Imported Attendees The following screen displays the Number of Recipients. Filters are available applicable to the headings enabling filtering of the data. Change Recipient List is also an option if you have uploaded the wrong list. To continue select Next. 10 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Filtering information Filters can be used to search for information within the columns by entering the search criteria above the columns and selecting the applicable filter criteria. The results will be then be displayed enabling locating information easily. To remove the filter select No Filter, Select Next to continue. Order Summary The following screen shows a summary of the order indicating > Total Quantity > Number of recipients > Total price. To confirm all details are correct and preview the proof select PROOF. A prompt will appear providing the option to Open or Save the proof. Once previewed select Submit to complete the process. 11 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
PDF Proof The Proof is shown in a PDF format and is populated with the details created for each Recipient added when the Recipient List was uploaded. Should any revisions be required please navigate by selecting the Back button located under Proof, this will not affect any data previously uploaded. The 6pp and 8pp template provides the Attendee with an RSVP option where they can add their dietary requirements and ask any relevant questions prior to the meeting. Responses can then be tracked by the user and managed by TLG. Select Submit if not already completed. NB: When viewing the proof it will only show the first 5 recipients to avoid additional time spent on rendering of the file. Shopping Cart The shopping Cart provides the option to delete this item > checkout item later, which will move the item to the Drafts, > Continue shopping > Checkout. If happy with the order select Checkout. 12 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Submitting your Order To confirm all details are correct and complete the order select Submit Order. Order Confirmation Once Checkout has been selected an Order number will be provided for reference purposes. An email confirmation will be sent providing details of your order. At this stage there is the option to Print order details or Continue Shopping, select Print Order details. 13 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Print Order Details Selecting the option to Print order details will provide a printout of your receipt with confirmation that your order has been successfully received. Select Continue Shopping to return to the Homepage. Homepage Selecting the Home button will return you to the Homepage where the option is available to check My recent orders > All > Rejected > Pending. 14 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Order Status Selecting My Recent Orders > All displays all orders. Searching for a specific order can also be carried out by placing the Order ID in the box and clicking on the search icon. Orders can be filtered to show > Rejected orders > Orders in progress. To start a new search select the Clear search results. Downloads Selecting the Downloads button enables the user to download editable templates for agendas and certificates for local print. The Recipient Data Template is also available providing a blank Excel file in order to add Recipients details. 15 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
Editable Agenda / Certificate The Editable Agenda / Certificate provides an individual copy for each of the Attendees in PDF format, these can be edited, saved or viewed as required. NB: These are editable generic documents which are downloaded and completed by the organiser, they are not part of the customisation process. 16 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
AZ Smart Meetings FAQ s 1. How many agenda items can I add to my invites? The 4pp and 6pp invites have a maximum of 8 Agenda slots. The 8pp has 16 Agenda slots. 2. Is there a character limitation on meeting title? Yes, this is limited to 95 characters. 3. Is there a character limitation on title of session and Speaker details? Yes, this is 100 and 193 characters respectively. NB: We have provided an.xls template to enter data prior to loading on the system. This may assist in constructing the invite prior to entering the data on the system, as it advises of character limits. You can find the template in the Downloads tab. 4. How do I get the latest template to upload my data? You can download a data template at the step where you upload your list. Just click the button Download recipient list template to open the correct.xls template. You can also access the template in the Downloads section on the top control bar on the home screen. 5. Are there limits on the number of records I can upload? The minimum number is 25 and the maximum is 1250 target records. 6. Can I change or amend my list once uploaded? As long as you have not submitted your order, you can back navigate using the Back buttons at the foot of the screen (NOT the browser back button), and select Change recipient list. 7. The system has rejected my list, what do I do? On list rejection, an error message in red type will be displayed. Common issues to check are; Incorrect file format of list, please check you are using the correct format. If the columns are different the system will reject it, as it will lead to incorrect placement of copy on the finished item. Please download the correct template, drop your data in and re-submit. Missing data If a line has data missing in mandatory fields (i.e. name, address 1) it will be rejected. Please review your data and correct. Field lengths exceeded Limits are placed on some fields, such as practice name and address to 75 characters, to ensure they fit in a window envelope. Check for excessively long fields and shorten as necessary. Data too short/long lower limit is 25 records and max in 1250. 8. I notice an error on my on-screen proof, can I change it? Yes, just select the Back buttons at the foot of the page and amend the necessary fields. 9. Will I lose my data if I go back and amend? No, the system retains your existing data and information. 10. I have been side-tracked by a call, do I need to start again? No the system will add your order to a Drafts folder. Click Drafts on the top RH of the home screen and press the Continue button to recommence where you left off. 17 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com
11. I ve submitted my order, and need to change something, what can I do? The system operates a direct to print model with no manual intervention. If you recognise your error quickly, please contact the Xerox Account team who may be able to stop the order from printing. You will then need to re-raise the meeting request. 12. How does the response collection work? For 6pp and 8pp invites, returned reply slips are received by Xerox s mail handler. They access the system, navigate to the order number, access the data and enter the details of the person accepting the invite. The AZ originator can view this file by navigating to Order list on the main toolbar, then clicking the relevant order number. 13. Does the system hold the mailing and response data for all historic jobs? No mailing data is automatically deleted from the system 15 days after the date of the meeting to comply with data privacy law. If needing to record response data please do so promptly after the meeting date. 14. Can I add a speaker biography to the invite? This is under review by AZ, so currently no. 18 P a g e Xerox Customer Service Team Phone: 01952 566539 Email: AZUKMCservice@xerox.com